learner guide: word processing

Learner Guide:

Word Processing

SAQA US 117924: Use a Graphical User Interface (GUI)-based word processor to format documents

Specific Outcome 2: Formatting Text

https://www.obami.com/portals/Silulo_Ulutho_Technologies/WordProcessing/UnitStandard1/QR_SO1_2

SPECIFIC OUTCOME 2

Format Text using a word processing application.

To create and design effective documents, you need to know how to format text. In addition to making

your document more appealing, formatted text can draw the reader's attention to specific parts of the

document and help communicate your message.

In this lesson you will learn to format the font size, style, and colour; highlight the text; and use

the Bold, Italic, Underline, and Change Case commands.

Format Text

To Format Font Size:

1. Select the text you wish to modify.

2. Click the drop-down arrow next to the Font Size box on the Home tab. A drop-down menu appears.

3. Move the mouse pointer over the various font sizes. A live preview of the font size will appear in the

document.

4. Select the font size you wish to use. The font size will change in the document.

To Change the Font:


2. Click the drop-down arrow next to the Font box on the Home tab. The Font drop-down menu

appears.

3. Move the mouse pointer over the various fonts. A live preview of the font will appear in the

document.

4. Select the font you wish to use. The font will change in the document.

To Format Font Colour:


2. Click the Font Colour drop-down arrow on the Home tab. The Font Colour menu appears.

3. Move the mouse pointer over the various font colours. A live preview of the colour will appear in the

document.

4. Select the font colour you wish to use. The font colour will change in the document.

Your colour choices aren't limited to the drop-down menu that appears. Select More Colours at the bottom

of the list to access the Colours dialog box. Choose the colour that you want and click OK.

To Highlight Text:

1. From the Home tab, click the Text Highlight Colour drop-down arrow. The Highlight Colour menu

appears.

2. Select the desired highlight colour.

3. Select the text you wish to modify. It will then be highlighted.

4. To switch back to the normal cursor, click the Text Highlight Colour command.

To Use the Bold, Italic, and Underline Commands:


2. Click the Bold (B), Italic (I), or Underline (U) command in the Font group on the Home tab

To Change the Text Case:


2. Click the Change Case command in the Font group on the Home tab.

3. Select the desired case option from the list.

To Change Text Alignment:


2. Select one of the four alignment options from the Paragraph group on the Home tab.

• Align Text Left: Aligns all the selected text to the left margin.

• Center: Aligns text an equal distance from the left and right margins.

• Align Text Right: Aligns all the selected text to the right margin.

• Justify: Justified text is equal on both sides and lines up equally to the right and left margins.

Many newspapers and magazines use full-justification.

ASSESSMENT CRITERION 2

A border is applied to text and removed from text to enhance the look-and-feel of a document.

Inserting borders in text:

You can add a border to any or all sides of each page in a document, to pages in a section, to the first

page only, or to all pages except the first. You can add page borders in many line styles and colours, as

well as a variety of graphical borders.

You can set apart text from the rest of a document by adding borders.

You can add borders to a table or individual table cell.

You can add borders to drawing objects and pictures. You can change or format the border of an object

in the same way that you change or format a line.

Add borders

Do one of the following:

ADD A BORDER TO A PICTURE, A TABLE, OR TEXT

1. Launch Microsoft Word and open the document of your choice. Click the “Home” tab on the

Command Ribbon.

2. Click and drag where you want to insert the border. For example, select a single word or several lines of

text.

3. Click the down arrow for the Borders button in the “Paragraph” group. This button has an icon that looks

like a grid. A list of border options appears, such as All Borders, Left Border and Outside Borders.

4. Click the Outside Borders option. A border appears around the selected text.

5. Edit the border. Click the border button in the “Paragraph” group. This button displays the last

command that you selected.

6. Click the “Borders and Shading” option. A window for “Borders and Shading” appears.

7. Click the preferred border commands, such as "Setting," "Style," "Width" or "Clip Art." The “Preview” box

displays the effects.

8. Click “OK.”

ADD PAGE BORDER

1. Open the document to which you would like to add the page border.

2. On the Page Layout tab, click Page Border in the Page Background group.

3. In the Borders and Shading window, you can customize your border in a number of ways.

4. First, select the border Style.

5. Click the Colour drop-down list to choose the appropriate colour for the border.

6. Select an option from the Width drop-down list. Note: For specific border styles, only certain widths

are available.

7. If you wish, select a design from the Art drop-down list. If you do so, the Style and Colour border

settings will not be applied as the Art designs have their own custom settings. You will, however, be

able to set the Width.

8. Once you have selected your border options, you can choose from a number of ways to apply the

border to your page.

• In the Settings area, select one of the options to see it display in the Preview area

• In the Preview area, click in the diagram where you would like the border to appear

• In the Preview area, click the buttons that reflect the area you would like to apply the border.

9. This border can be applied to a specific area within your document. Select from the Apply to drop-

down list to choose which area the border should appear.

10. Once you are happy with your selection displayed in the Preview area, click OK.


Shading is applied to text and removed from text.

Applying and removing shading from text:

• Select the paragraph text you want to format.

• Click the Home tab.

• Click the Shading button arrow, and then click to select the shading colour you want to apply to the

selected text.


The current date and time is added.

Adding date and time:

Word 2010 offers a list of date/time formats, among them you can select any format to show in the

document. Furthermore, it offers multiple languages to show the date/time, you can pick out any language

in which date/time to be shown.

For inserting date or time in the document, place the insert cursor where you want to insert date or time and

under Insert tab, click Date and Time in Text group.

Now select the Date/time format along with language and click OK.

Click the Update Automatically option if you want the date-and-time text to always be current.

You can also set selected date/time format as default. Just click Set As Default button to make any

specified format default date/time format.

Using the Word Print Date field

The Print Date field reflects the current date (and time, if you like) that a document is printed. Here’s how it’s

done:

1. Click the Insert tab.

2. In the Text group, choose Quick Parts→ Field.

3. The Field dialog box appears.

4. Select Date and Time from the Categories drop-down list.

5. Select Print Date from the Field Names list.

6. In the Field Properties section of the Field dialog box, choose a date-and-time format.

7. Click OK.

Inserting a date in a header


2. In the toolbar, click the Header icon, and choose your header type.


4. Click Date and Time, choose your Date and Time style, and then click OK.


The use of an automatic field added capability of the word processor is demonstrated, in terms of its

purpose and use to speed up typing of words and sentences.

Automatic field added capability:

Fields are an efficient way to maintain frequently updated information. Whether it is your document

filename, the last date your document was saved, the total number of pages, or the initials of the user who

created the document, you can insert a field for virtually any kind of information. Word will then

automatically update the information in your fields as changes occur within the document. You can insert

fields into a header or footer or anywhere else in your document.

Insert a field

1. Click where you want to insert a field.

2. On the Insert tab, in the Text group, click Quick Parts, and then click Field.

3. In the Categories list, select a category.

http://www.uwec.edu/help/Word07/headandfoot.htm

4. In the Field names list, select a field name.

5. Select any properties or options that you want.

A. Inserting the File Name Field

You can create a field that will insert the document's name and location.

1. Place the insertion point where you want the field to appear

2. From the Ribbon, select the Insert tab

3. In the Text group, click QUICK PARTS» select Field... The Field dialog box appears.

4. From the Categories pull-down list, select Document Information

5. From the Field names scroll box, select File Name

6. OPTIONAL: To include the path (location) of the file in the filename field, from the Field

options section, select Add Path to Filename

7. To close the Field dialog box, click OK

B. Inserting the Save Date Field

You can create a field that will insert the date and time the document was last saved. The Date field inserts

the current date.

When you click Date and Time in the Text group on the Insert tab, Word inserts a Date field.

You can also insert a Date field in the body of a document by doing the following:

1. On the Insert tab, in the Text group, click Quick Parts, and then click Field.

2. In the Field dialog box, under Field names, click Date.

3. From the Categories pull-down list, select Date and Time

4. From the Field names scroll box, select Save Date

5. Under Field properties, select the desired format

6. To close the Field dialog box, click OK

Activity 5

• Create a new, blank Word document.

• Insert text into the document.

• Change the font size of some text.

• Change the font style of some text.

• Change the font colour of some text.

• Add and remove text shading

• Add and remove borders

• Use automatic field added capability

• Save the document if you wish.


Special characters and symbols are inserted into an existing word processing document.

INSERTING SYMBOLS

Your keyboard may not have many characters available but you want to use those characters in your

document, in such situation you have option to insert Special Symbols the way I have explained in this

tutorial.

To insert a special character do the following;

• On the opened document place your cursor where you want to character to be located

• Click on the insert tab

• Click Symbol on the group of Symbols

• Click More Symbols

• Click the tab Special Characters

• Then select any special character, click insert then close

• Or you can use the keyboard shortcut as shown on the list of special characters on the screen

above.

To insert a Symbol do the following;

• Locate the cursor where you want to place the symbol

• Click the Insert tab on the Ribbon

• Click Symbol

• Click more symbols then choose any symbol you want from the tab symbols

• Click insert then close the dialog box.


Hyphenation is activated and applied into an existing word processing document.

HYPHENATE TEXT

Hyphenate Text Automatically

When you turn an automatic hyphenation, Word automatically inserts hyphen where they are needed in

the document. If you later edit the document and change the line breaks, then Word re-hyphenate the

document.

1. On the Page Layout tab, point the Page Setup group, and then click the Hyphenation drop-down

arrow.

2. Select the Automatic hyphenation check box

3. Your document will be automatically hyphenated


Special effects are applied to text in an existing word processing document.

To add or modify text effects:

1. Select the text box, or select some text inside of the text box. The Format tab will appear.

2. Click the Format tab.

3. Click the Text Effects command in the WordArt Styles group. A drop-down menu will appear,

showing the different effect categories.

4. Hover over an effect category. A drop-down menu will appear. You can hover the mouse over the

different presets to see a live preview.

5. Select the desired effect preset. The effect will be applied to your text. If you want, you can

combine several effects.

Challenge!

1. Create a new document.

2. Insert a text box.

3. Enter some text into the text box.

4. Move the text box to the desired location.

5. Change the outline of the text box to a different color.

6. Change the fill color of the text box.

7. Add some WordArt effects to the text.


Character Spacing is changed in an existing word processing document.

learner guide: word processing

Documents